Data Clean-Up & PAT Compliance Meeting Notes

Meeting Purpose & Context

  • Team gathered to resolve data-entry gaps in VisitTracker (VT) before submitting the Affiliate Performance Report (APR) and state PA-291 report.

  • Historical switch to the “My ECC → VisitTracker” platform left many records incomplete (intakes back-dated, siblings omitted, etc.), making it appear that 72/90 families were "new" instead of roll-overs.

  • Goal: “Hard stop, line in the sand” → finish all back-entry, then move forward with clean, consistent procedures.

Data Clean-Up Objectives

  • Enter/verify every family’s:

    • Initial Family-Centered Assessment (a.k.a. Family Synthesis Record, FSR)

    • Current-year FSR (dated between July 1 - June 30)

    • Initial ASQ-3 and ASQ:SE-2 within 90 days of enrollment

    • At least one ASQ-3 and SE in the current program year

    • Initial PAT Health Record (includes immunizations, vision, hearing)

    • Minimum four Resource Connections (RCs) per family per year

    • At least one goal per year with quarterly progress notes

  • Immunization status for every child ever served, including exited siblings (field: “Are immunizations up-to-date ?” + date).

  • Demographic gaps that block the PA-291: family income, caregiver DOB, race/ethnicity, marital status, education, medical/dental home.

  • Deadline: Friday July 25 (next Friday) for the first full sweep; supervisor will pull master report the same day.

VisitTracker Navigation Essentials

  • Left Sidebar Rule: If task concerns the family, click Family first; if it concerns the child, click Child.

  • Editing existing entries: use the ✏️ (pencil) icon; adding new: use the ➕.

  • Un-exiting a family to edit:

    1. Family Home → search name or Family ID.

    2. Service Management → ✏️ → “Undo Exit”.

    3. Make edits → re-exit with original date/reason.

Family-Centered Assessments (Family Synthesis Record)

  • Location: Family Home → Assessments tab → ➕ → Family Synthesis Record.

  • Initial FSR date = family’s intake date (use intake notes or spreadsheet).

  • For families enrolled >1 year: update every 6 months (best practice) so annual report never shows a gap.

ASQ-3 & ASQ:SE Policy

  • PAT requirement: a full ASQ-3 and SE within 90 days of enrollment.

  • Workflow conflict: Welcome Baby visits often happen before intake → system flags “late”.

    • If ASQ done ≤ 30 days before intake, reuse same score/date.

    • Otherwise redo/“refresh” ASQ at intake (especially easy for infants; more ASQs = more parent engagement).

  • Infants (0-12 mo): encouraged to screen at 2-, 4-, 6-, 8-, 9-, 12-month intervals.

  • If child ages into next interval between WB and intake, administer the next-interval ASQ.

Health Records & Required Screenings

  • Always use PAT Health Record (not generic “Health”). Required child screens inside:

    • PAT Health summary (includes immunization question)

    • Vision

    • Hearing

    • Developmental (ASQ-3)

    • Social-Emotional (ASQ:SE-2)

  • Dental & well-child visit dates are quality indicators (not APR-required) but may strengthen local data story.

Resource Connections (RCs)

  • Location: Family (sidebar) → Resource Connections → ➕.

  • Minimum expectation: 1 per quarter (≥ 4/yr); play-group flyer counts but aim for individualized, needs-based connections (food bank, Community Action, diaper bank, etc.).

  • Document follow-up via "Progress" to show outcome.

Goal Setting & Progress Tracking

  • Enter goal via ➕ Add (not the open text box) inside plan; otherwise it never appears on reports.

  • Quarterly: click blue ➕ next to goal to add progress; edit via ✏️ to mark Completed / In Progress / Abandoned.

  • Coaching tip: break lofty goals (e.g., “go back to school”) into SMART micro-goals to allow multiple “wins”.

  • Expectation: every family achieves at least one goal annually.

Visit Planning & Contact Records (Linda’s Walk-Through)

  1. Planning Guide

    • Boxes to complete: goals, screenings, RCs, curriculum handouts, parent-child interaction, Development-Centered Parenting (DCP), Family Well-Being, opening, closing.

    • Curriculum handouts: choose from PAT Foundational → Personal Visit → select titles; extras typed in “Handouts to be Given”.

  2. Handling Cancellations

    • Keep original plan: change plan’s date to rescheduled date.

    • Make a new contact on the cancelled date with type = Cancel by Parent / Program / No Show, add note under “Private”.

  3. Parent Educator Resource

    • Required field beneath each DCP & Family WB section; enter the PAT handout title or related resource.

Tracking Milestones

  • Required every visit (even on ASQ day): at minimum review & update items reached.

  • Can pre-write “review milestones” in plan and bring sheet for internal reference.

  • For children on track: preview upcoming skills; for children with delays, highlight achievable next steps.

Working with Children with Special Needs

  • If ASQ not appropriate (e.g., non-verbal child with ASD):

    • Enter scores as 0 and document reason in NOTES (“Child has global delays; family working with Early On”).

    • Still identify at least one emerging milestone and discuss strengths to keep parents in developmental driver’s seat.

Screeners

  • PFS-2 (Parenting Behaviors & Outcomes)

    • Pre at enrollment; Post within same program year; location: Adult → Assessments → PFS-2.

  • HITS (Domestic Violence)

    • One-and-done unless risk indicates re-screen; administer within 90 days; treat as conversation catalyst.

  • Edinburgh PND Screener

    • Use only when child ≤ 12 mo; may use later if red flags persist; again Adult → Assessments.

Reporting & Self-Monitoring

  • Self-check: Family Home → PAT Compliance.

    • Shows scheduled vs completed private visits:

    • Lists new/open goals, RCs, screenings status.

  • Alternate: top blue bar Reports → Contacts / Screenings / RCs / etc.

  • Strategy: run report monthly (at minimum quarterly) and email supervisor 1 thing you’ll fix.

Visit Frequency Strategy

  • Two-per-month families: front-load weekly visits for first 4-8 weeks to build buffer.

  • Remember enrollment/intake visit counts toward frequency → record it as a private contact titled “Intake”.

Required Demographic & Medical Fields

  • Gather missing data during visits (explain it funds the grant):

    • Household income brackets

    • Caregiver DOBs

    • Race & ethnicity (mandatory red-star field)

    • Marital status, highest education

    • Medical home & dental home

  • Use updated Welcome Baby referral + Intake snapshot; complete blanks on first visit.

Deadlines & Accountability

  • July 25: all catch-up entries finished; supervisor will pull master report.

  • Final week in July reserved for last-minute fixes before APR upload.

  • When stuck: call/text Sue, Jackie, or Linda immediately—don’t postpone.

Practical Tips & Best Practices

  • Use VT “Family ID” numbers to avoid surname confusion (common in Burmese families).

  • Color-code emails/printed lists to track what’s done.

  • For health questions you don’t know (anemia screen, etc.), remember VT also serves nurse-based programs; answer what is relevant.

  • Bring printed Planning Guide to visit; jot real-time notes for later record entry.

  • “Snapshot” form still valuable as on-hand checklist until digital forms are redesigned.

  • Front-load data collection: gather income, medical/dental home, immunizations during Welcome Baby #3 or intake.

Example Formulas & Numerical References

  • 90-day compliance window: Intake Date+90 days\text{Intake Date} + 90\,\text{days} = ASQ deadline.

  • Monthly RC/Goal expectation: Quarter=3 months⇒≥1 RC and Goal progress each 3 mo.\text{Quarter} = 3\,\text{months} \Rightarrow \ge 1\,\text{RC and Goal progress each 3 mo.}

  • Annual visit expectation for twice-monthly families: 24 visits/year24\,\text{visits/year} (plus extras to offset cancellations).